How many users can fill out a form?

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    ellenkakareka
    Asked on December 27, 2019 at 10:32 AM

    I need to send my form to 4 different users to complete one at a time; is this possible? So when User 1 completes their part it gets sent to User 2, then User 3 and so on. When I try to use the conditions it seems that autoresponder emails will only send if "Send on Edit" is selected and therefore when one part is submitted so are the rest because an edit was made. Would sections fix this maybe?

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    Richie_P
    Answered on December 27, 2019 at 10:54 AM

    You may try creating an approval work flow with your form.

    You can setup to send an autoresponder to different users to fill in different sections of your form. You may also add conditions to hide/show fields.

    Can you please try to check this guide:-A-General-Approach-on-Building-an-Approval-Process-Workflow

    Please give it a try and let us know if you have further questions.

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    ellenkakareka
    Answered on December 30, 2019 at 12:47 PM

    This doesn't seem to be helping... The form will be going to someone within our company and it won't be the same person each time, it differs based on other fields of the form. I thought Conditions would help but it's not working and if i create an Autoresponder email it sends the email every time a change is made, which i don't want. Any other ideas? 

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    Richie_P
    Answered on December 30, 2019 at 02:09 PM

    Can you please explain further your requirement with your form?

    You may use the condition to change the email recipient depending on the selection option.

    Guide:https://www.jotform.com/help/167-How-to-Send-Email-Based-on-User-s-Answer

    Looking forward for your response.

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    ellenkakareka
    Answered on December 30, 2019 at 02:55 PM

    The form is for non-conformances within my company. Person A will fill out the form and then send to (2) individuals in the Quality department (I have a notification set up which works). The Quality team will then evaluate the non-conformance and assign an individual to complete Part 3 (this is where i'm having trouble). I can set up an Autoresponder but i'm finding that "Send on Edit" has to be on for it to work, which is a problem because after Part 3 is completed it goes back to the Quality team for Part 4 and then a final submission to be sent to everyone involved. So since "Send on Edit" is turned on, every time the form is submitted emails are sent out for all previous submissions (what i'm trying to avoid).  

    None of these submissions will be going to a department wide email address so i can't include an email in the conditions. And as i indicated, it will be a different individual each time based on outside factors, not what's on the form. Is it possible to set up the form so that it can be sent back and forth numerous times without being sent to everyone?

    Hope that makes sense... thanks for the help! 

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    KrisLei
    Answered on December 30, 2019 at 05:04 PM

    Hi,

     The Quality team will then evaluate the non-conformance and assign an individual to complete Part 3 (this is where i'm having trouble).

    I think, what you can do is to add the Edit Submission Link on the email notification for the individual to complete Part 3 without enabling the "Send on Edit" option.

    Kindly try it and let us know if it didn't meet your requirements.

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    ellenkakareka
    Answered on December 31, 2019 at 09:26 AM

    Hello, yes I have my autoresponder emails set up with the Edit Submission Link however with "Send on Edit" option off I don't get the email.


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    Kiran
    Answered on December 31, 2019 at 09:41 AM

    Please allow me sometime to check your Jotform and get back to you with relevant information.

    Thanks!

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    ellenkakareka
    Answered on January 03, 2020 at 11:23 AM

    This chain eventually provided the answers I needed; more conditions seemed to make the difference. Thanks! 

    https://www.jotform.com/answers/1505929-Workflow-approvals-without-EDIT-emails-to-all-in-the-workflow-

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    Kiran
    Answered on January 03, 2020 at 12:52 PM

    I am sorry for the delay in responding back. You are right. As I was checking your form, there were no conditions set on the form related to the workflow process. 

    I have cloned your form again and sent a test submission which seems the workflow is working correctly. Please get back to us if you need any further assistance. We will be happy to help.